Data Science Institute Administrative Support

LLNL•Livermore, CA

1d•$38 - $46•Hybrid

About The Position

We have an administrative support opening for the Data Science Institute (DSI). You will work in a dynamic and fast-paced environment performing a combination of complex and difficult administrative assignments with multiple components, requiring independent judgement and follow through, formulating recommendations, resolving complex issues, and establishing procedures. This position is in support of the Workforce team in the Computing Directorate.

Requirements

Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
Advanced computer skills, including experience with software programs such as Microsoft Office Suite, Adobe Acrobat, SharePoint, Confluence, WebEx, and the ability to learn new software quickly.
Advanced knowledge and experience coordinating administrative and operational work activities and multi-faceted internal processes for the work unit and/or functional area while demonstrating advanced organizational skills, an attention to detail, and follow through skills.
Advanced experience coordinating and prioritizing high volume requests in a dynamic environment and developing out of box solutions to unique administrative and operational challenges.
Effective interpersonal skills with the ability to handle sensitive and confidential hiring and personnel information with tact, discretion, and mature judgement.
Excellent problem-solving skills and possesses initiative and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
Experience working effectively as a team member, as well as independently.

Nice To Haves

Experience with LLNL systems and processes.
Knowledge of LLNL business applications and processes such as LAPIS, SmartRecruiters, LEAP, TIME, FTS, VTS and ePay.

Responsibilities

Serve as the primary support for the Data Science Institute’s Director, managing complex calendars and travel, providing insight, and support.
Support student and mentor programs through calendar management, communications, tracking, onboarding, and offboarding activities.
Process and coordinate hiring, visa, foreign national, and Academic Cooperation Program paperwork in partnership with LLNL Immigration and Computing Workforce teams.
Provide administrative support for meetings, events, briefings, seminars, workshops, and student and mentor engagement activities.
Maintain program webpages, surveys, internal guidance materials, and other guidance documentation.
Serve as an administrative resource for policies, procedures, and operational issues affecting students, mentors, and leadership. Coordinate monthly meetings with program leadership and support planning, readiness, and follow-up actions.
Serve as primary Time and Absence Coordinator and LTRAIN Coordinator.
Perform other duties as assigned.